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Job Title: Part-time Leave of Absence (LOA) Specialist
Location: Hybrid – Shoreview, MN
Schedule: Part-Time, 20-25 hours/week
Hours: Preferred 9:00 AM – 1:00 PM, Monday-Friday (must be available Mondays and Fridays; flexibility possible over time)
Employment Type: Contract-to-Hire
Pay Rate: $35-$40/hour, depending on experience
Position Overview
Our client is seeking a Leave of Absence (LOA) Specialist to support the administration of employee leave programs while delivering a high-touch, “white glove” employee experience. This role is responsible for managing the full lifecycle of leave requests, serving as the primary point of contact for employees during their leave, and ensuring full compliance with federal, state, and local leave regulations.
This is a hybrid role based in Shoreview, MN, allowing for a mix of onsite and remote work.
Key Responsibilities
Employee Support & Consultation
- Serve as the primary contact for all leave-related inquiries, including FMLA, MN Paid Family & Medical Leave (PFML), workers’ compensation, ADA, military leave, and ESST
- Provide clear, compassionate guidance to employees regarding their rights, responsibilities, and the leave process
- Maintain proactive communication throughout the leave lifecycle, providing timely updates and support
- Act as a resource for managers by advising on leave policies and procedures
- Support the ADA interactive process and workplace accommodation requests
- Notify appropriate internal stakeholders of upcoming leaves while maintaining confidentiality
- Contribute to the improvement of leave policies, procedures, and employee education materials
Leave Administration & Case Management
- Administer employee leave cases from initial intake through return to work
- Track and manage all required documentation for applicable leave programs
- Manage intermittent leave requests and ensure ongoing compliance
- Coordinate with third-party administrators and insurance carriers for workers’ compensation and disability claims
- Track leave time and ensure accurate entry in payroll systems
- Coordinate return-to-work activities, including drug screens and required trainings as applicable
Compliance & Documentation
- Maintain up-to-date knowledge of applicable federal, state, and local leave laws
- Ensure all leave documentation is complete, accurate, and securely maintained
- Conduct routine audits to ensure compliance and data integrity
- Prepare reports on leave trends and utilization as needed
- Safeguard confidential employee and medical information (PHI)
HR Administrative Support
- Provide general administrative support to the HR team
- Assist with HR projects and ad hoc tasks
- Monitor and manage shared HR inboxes as assigned
Minimum Qualifications
- High school diploma or GED required
- Bachelor’s degree in Human Resources or a related field preferred (or equivalent experience)
- 5+ years of HR experience with a strong focus on leave administration
- Hands-on experience administering FMLA, workers’ compensation, and ADA
- Working knowledge of Minnesota Paid Family & Medical Leave (MN PFML)
- Experience with government-required leave documentation
- Strong Microsoft Office skills (Word, Excel, Outlook)
- Understanding of HIPAA and confidentiality standards
- Excellent communication, organization, and time management skills
- Ability to balance empathy with policy compliance
- Strong attention to detail and problem-solving skills
Preferred Qualifications
- Experience supporting multi-state or 24/7 work environments
- Experience with HRIS and leave tracking systems (UKG preferred)
- Prior experience working within a leave management or case management system
- SHRM or PHR certification
- Benefits administration experience
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